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The Microsoft 365 Administrator Essentials (MS-102) course provides comprehensive training on managing Microsoft 365 tenants, user identities, security, compliance, and supporting technologies. Designed for IT professionals, this course covers configuration of core services like Exchange Online, SharePoint Online, and Microsoft Teams. It prepares candidates for the MS-102 certification exam and equips them with practical skills needed to effectively administer a Microsoft 365 environment in real-world scenarios.
Microsoft 365 Administrator Essentials (MS-102) Training Interview Questions Answers - For Intermediate
1. What is the difference between a mailbox and a shared mailbox in Microsoft 365?
A mailbox in Microsoft 365 is assigned to an individual user and requires a license to access its services. In contrast, a shared mailbox allows multiple users to read and send emails from a common address (like info@company.com) without needing a separate license, as long as no one accesses it directly. Shared mailboxes are ideal for departments such as support or sales and are managed via Exchange admin center.
2. How do you configure Data Loss Prevention (DLP) in Microsoft 365?
To configure DLP, admins go to the Microsoft Purview compliance portal, where they can create policies to monitor and restrict sharing of sensitive information like credit card numbers or health records. These policies can be applied across services like Exchange, SharePoint, and OneDrive. Rules trigger actions like warnings, blocking content, or sending alerts, helping organizations protect data and maintain compliance.
3. How does Microsoft 365 handle mobile device management (MDM)?
Microsoft 365 includes built-in MDM capabilities through Microsoft Intune, which allows admins to enforce security policies on devices accessing organizational data. Admins can configure settings like password requirements, encryption, and remote wipe. Devices can be enrolled through auto-enrollment or manually, ensuring control over data access even on BYOD (bring your own device) environments.
4. What is a Microsoft 365 Group, and how is it different from a distribution list?
Microsoft 365 Groups are collaboration-focused entities that integrate with apps like Outlook, SharePoint, Teams, and Planner. They provide a shared inbox, calendar, file repository, and OneNote. In contrast, distribution lists are email-only and used for broadcasting messages to multiple recipients. Groups offer richer collaboration features, while distribution lists are better suited for basic communication.
5. What tools are available for migrating mailboxes to Microsoft 365?
Admins can use tools like the Microsoft 365 Exchange Admin Center migration wizard, Hybrid Configuration Wizard for staged or hybrid migrations, and third-party tools such as BitTitan or Quest for more complex scenarios. Migrations can be cutover, staged, or hybrid depending on the organization’s needs, size, and co-existence strategy.
6. Explain role-based access control (RBAC) in Microsoft 365.
RBAC allows administrators to assign specific permissions to users based on their roles, limiting their access to only what’s necessary. Microsoft 365 offers predefined roles (like Global Admin, Exchange Admin, Compliance Admin) and allows custom roles to be created. This granular access management improves security by reducing the risk of unauthorized changes or data breaches.
7. What is Secure Score in Microsoft 365 and how is it useful?
Microsoft Secure Score is a security analytics tool that measures an organization’s security posture across Microsoft 365 services. It provides a numerical score along with actionable recommendations to improve security. Admins use it to identify risks, track improvements, and prioritize actions like enabling MFA, configuring DLP, or updating admin roles.
8. How do you troubleshoot mail delivery issues in Microsoft 365?
Admins can troubleshoot mail issues using the Microsoft 365 Admin Center’s message trace feature, which shows email delivery paths and errors. Logs reveal if messages were delivered, filtered, or rejected. Additionally, PowerShell, Exchange Admin Center, and Microsoft’s Remote Connectivity Analyzer help in diagnosing connectivity or spam-related problems.
9. What are retention labels and how do they differ from retention policies?
Retention labels are applied to individual items or documents and specify how long content should be retained or when it should be deleted. They provide fine-grained control and can be applied manually or automatically based on conditions. Retention policies apply to entire locations like Exchange mailboxes or SharePoint sites, offering a broader scope for compliance.
10. What is Microsoft Entra and how does it relate to Azure AD?
Microsoft Entra is a new identity and access product family that includes Azure AD, Permissions Management, and Verified ID. Azure AD continues to serve as the core directory service within Entra. Entra represents Microsoft’s broader vision of secure identity access, including capabilities for multi-cloud environments and advanced permissions management.
11. How do you delegate admin privileges in Microsoft 365?
Delegating admin privileges involves assigning predefined or custom roles to users through the Microsoft 365 Admin Center or Azure AD. This allows users to manage specific services without granting full access. For example, a user can be given the Teams Admin role to manage Teams settings while restricting access to other services, maintaining security and operational efficiency.
12. How does Microsoft 365 support hybrid deployments?
Microsoft 365 supports hybrid environments through tools like Azure AD Connect and Exchange Hybrid Configuration. These tools allow coexistence between on-premises infrastructure and cloud services. Hybrid setups enable shared GAL (Global Address List), calendar free/busy sharing, and gradual mailbox migration, helping organizations move to the cloud at their own pace.
13. What are the best practices for securing Microsoft Teams?
To secure Teams, admins should enforce policies such as MFA, conditional access, and information barriers. Guest access should be reviewed regularly, and external sharing can be restricted as needed. Sensitivity labels can be applied to teams for compliance. Admins should also configure meeting policies and audit logs to monitor usage and protect against data leakage.
14. What is Exchange Online Protection (EOP)?
Exchange Online Protection is Microsoft’s cloud-based email filtering service that protects against spam, phishing, and malware. EOP is included with Microsoft 365 and filters inbound and outbound mail. It uses multi-layered filtering, connection filtering, content filtering, and policy-based rules to protect mailboxes and enforce email security.
15. How do audit logs work in Microsoft 365?
Audit logs in Microsoft 365 record user and admin activity across various services such as Exchange, SharePoint, Teams, and Azure AD. They help in tracking changes, detecting suspicious behavior, and supporting compliance audits. Logs can be accessed through the Microsoft Purview compliance portal or via PowerShell, and retention duration can be customized depending on the license.
Microsoft 365 Administrator Essentials (MS-102) Training Interview Questions Answers - For Advanced
1. How do you handle onboarding and offboarding users securely in Microsoft 365?
Onboarding in Microsoft 365 starts with identity creation in Azure AD, either manually, via synchronization from on-premises AD, or through automated HR-driven processes. Group-based licensing is often used to automate license assignment based on job roles. Conditional Access, MFA, and baseline security policies are immediately applied to ensure compliance. Onboarding also includes provisioning mailboxes, OneDrive, and Teams. For offboarding, admins first disable the account to prevent access, then revoke sessions using Azure AD. Mail forwarding or delegation is configured, and the mailbox is placed on litigation hold if retention is needed. Data from OneDrive and Teams is reviewed or transferred. Finally, licenses are unassigned and the user object is deleted or retained as per policy. Automated workflows using Power Automate, Logic Apps, or identity governance solutions can streamline these lifecycle actions securely and consistently.
2. Explain the integration between Microsoft 365 and Microsoft Defender for Endpoint.
Microsoft Defender for Endpoint integrates seamlessly with Microsoft 365 to provide endpoint detection and response (EDR) capabilities across an organization’s devices. Through Microsoft Endpoint Manager (Intune), devices are enrolled and configured with security baselines. Defender for Endpoint detects suspicious behavior like lateral movement, privilege escalation, or ransomware activity, and shares signals with Microsoft 365 Defender for correlation across identity, email, and applications. Integration with Conditional Access allows for enforcement of real-time access decisions based on device risk levels. Security operations teams can use the Defender portal to investigate incidents, run deep forensics, and automate remediation. This layered defense improves threat detection accuracy and shortens response times.
3. How do you manage access to Microsoft 365 apps and data in BYOD environments?
In BYOD environments, security and productivity must be balanced. Microsoft Endpoint Manager enables Mobile Application Management (MAM) policies without requiring full device enrollment. These app protection policies restrict copy/paste, enforce encryption, and require PIN access within Microsoft apps. Conditional Access policies ensure only compliant or approved devices can access sensitive data. Microsoft Defender for Cloud Apps provides session control and real-time monitoring of data access. Admins also leverage Intune App SDK integration for third-party apps. The combination of MAM, Conditional Access, and Defender allows granular control over organizational data on personal devices without infringing on user privacy.
4. Describe the implementation and benefits of Microsoft 365 group-based licensing.
Group-based licensing automates the assignment of licenses to users based on Azure AD group membership. Admins create dynamic groups using attributes like department or location, ensuring users automatically receive the correct licenses upon joining the group. This reduces administrative overhead and minimizes human error. If a user changes roles or leaves the organization, license updates or removal happen automatically. This approach is especially effective in large or dynamic organizations where manual license assignment is impractical. Reports and license conflict checks are available to troubleshoot misconfiguration, and admins can track usage to optimize license costs.
5. How can you enforce governance in SharePoint Online and OneDrive for Business?
Governance in SharePoint and OneDrive involves controlling data access, usage, and lifecycle. Admins configure sharing policies to limit external access, enforce expiration dates for links, and block sharing of sensitive data. Retention policies and labels control document retention and deletion based on compliance needs. Sensitivity labels can enforce encryption or watermarking. Site classification and naming policies ensure consistent organization. OneDrive’s admin center allows configuration of default retention periods and limits syncing to domain-joined devices. Audit logs and activity reports provide insights into file access and sharing, supporting security investigations and proactive governance.
6. What role does Microsoft Entra ID Governance play in Microsoft 365 security?
Microsoft Entra ID Governance (formerly Azure AD Identity Governance) ensures the right users have access to the right resources at the right time. It includes access reviews, entitlement management, and privileged identity management (PIM). Access reviews periodically validate user access to sensitive resources like Teams or SharePoint sites. PIM enables just-in-time elevation of roles, reducing the attack surface by limiting permanent admin privileges. Entitlement management allows packaging of access rights into access packages for onboarding employees, guests, or contractors. Together, these features enforce least-privilege access and help organizations meet compliance and audit requirements.
7. How do you manage compliance during legal investigations using eDiscovery in Microsoft 365?
eDiscovery in Microsoft 365 allows legal teams to identify, preserve, collect, and export content across Exchange, SharePoint, Teams, and OneDrive. Core eDiscovery is used for basic searches, while Advanced eDiscovery offers deeper capabilities like case management, relevance scoring, and analytics. Admins create cases, apply legal holds to prevent data deletion, and define custodians. Keyword queries and condition filters narrow down relevant content. Advanced eDiscovery includes content deduplication and email threading, which reduce data volume and legal costs. All actions are audited, and exported data can be handed over in standard legal formats, ensuring compliance during litigation.
8. How can Microsoft Cloud App Security (Defender for Cloud Apps) be used to protect Microsoft 365?
Microsoft Defender for Cloud Apps provides visibility and control over cloud app usage, including sanctioned and unsanctioned apps. It integrates with Microsoft 365 to monitor user activity, detect risky behavior, and enforce session control. It offers real-time protection by applying Conditional Access App Control, enabling admins to block downloads, restrict copy/paste, or monitor session activity in sensitive applications. Defender for Cloud Apps uses machine learning to detect anomalies like impossible travel, data exfiltration, or unusual file sharing. Alerts, policies, and integration with Microsoft Sentinel enable a robust cloud security posture tailored for the hybrid workforce.
9. What are service principals and managed identities in Microsoft 365 automation?
Service principals are identity objects in Azure AD used by applications or scripts to access resources securely. They enable automation without relying on user credentials. Admins assign specific permissions via role-based access control (RBAC), ensuring secure least-privilege access. Managed identities are special service principals for Azure services, removing the need for credential management altogether. In Microsoft 365 automation, service principals are often used with Microsoft Graph API or PowerShell for tasks like license assignment, reporting, or configuration. Security best practices include using certificates over secrets, rotating credentials, and limiting scope with custom roles.
10. How does Microsoft Sentinel integrate with Microsoft 365 for security operations?
Microsoft Sentinel is a cloud-native SIEM/SOAR platform that integrates with Microsoft 365 to collect and analyze logs from Exchange, SharePoint, Teams, Defender, and Azure AD. Admins use connectors to ingest audit logs and alerts into Sentinel for centralized visibility. Kusto Query Language (KQL) enables custom rule creation to detect anomalies and threats. Playbooks built with Logic Apps allow automated incident response such as disabling users or sending alerts. Sentinel’s workbooks provide dashboards for visualizing trends and potential breaches. By integrating Sentinel, organizations gain a powerful tool to detect, investigate, and respond to threats across their Microsoft 365 landscape.
11. How do you configure Microsoft 365 services for high availability and disaster recovery?
Microsoft 365 is built on a globally distributed, resilient architecture that ensures high availability (HA) and disaster recovery (DR) by design. However, admins still need to configure settings like mailbox redundancy, retention policies, and geo-redundancy for specific services. Exchange Online offers DAG-based mailbox replication and recovery mailboxes. SharePoint and OneDrive rely on versioning and Recycle Bin for restoring lost files. Teams ensures conversation continuity through back-end services. Admins should prepare for outages by configuring data export options, educating users on offline access, and using hybrid scenarios for fallback. Service health dashboards and incident notifications support DR planning and response.
12. How can Microsoft Graph API be used to enhance reporting and automation in Microsoft 365?
Microsoft Graph API is a RESTful interface that provides access to a wide range of Microsoft 365 services, including user data, mail, files, security alerts, and compliance logs. It allows developers and admins to build custom reports, automate admin tasks, or integrate data into dashboards. For example, you can pull licensing usage, audit logs, or activity reports across Teams and Exchange into Power BI. Graph also supports app-only authentication via service principals, enabling secure backend operations. Rate limiting and pagination must be handled efficiently, and security scopes should be managed carefully through app registration.
13. How do you audit and restrict privileged roles in Microsoft 365?
Auditing and restricting privileged roles begins with implementing Privileged Identity Management (PIM) in Azure AD. PIM allows users to activate roles only when needed, with approval workflows, time limits, and justifications. Admins can set up alerting for role changes or excessive activations. Audit logs capture all role assignments and activations. Roles such as Global Administrator should be limited to a very small number of users, with break-glass accounts securely stored. Admins should regularly review role assignments and use access reviews for accountability. Group-based RBAC and custom roles help restrict access to specific functions, minimizing exposure.
14. What’s your strategy for rolling out Microsoft 365 features organization-wide?
Rolling out Microsoft 365 features starts with assessing organizational readiness, including infrastructure, compliance, and user training needs. Admins configure targeted release rings—First Release for IT/testers, then a broader pilot group, followed by full deployment. Communication is key: change management plans, user guides, and helpdesk training ensure smooth adoption. Use the Microsoft 365 Message Center and roadmap to stay informed of upcoming changes. Feature flags and policy settings allow granular rollout. Feedback loops through user surveys and usage analytics guide post-rollout improvements. Ultimately, the goal is to drive adoption while minimizing disruption and maximizing productivity.
15. How do you enforce data sovereignty in a global Microsoft 365 deployment?
Enforcing data sovereignty requires understanding local regulations and configuring Microsoft 365 services to store and process data in compliance. Multi-Geo capabilities allow user data (mailboxes, files) to reside in region-specific datacenters. Data residency can be configured during tenant setup or later assigned via PowerShell. Azure AD B2B and guest sharing policies can be limited to specific regions. Microsoft provides Data Residency and Transparency documentation, and compliance offerings like the EU Data Boundary reinforce trust. Admins must align with legal counsel, classify data, and use information protection and governance tools to monitor and enforce policies aligned with regulatory demands.
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